PRIVACY POLICY

1. INTRODUCTION At Vanhulle Dance Theatre we are committed to protecting your personal information and being transparent about what information we hold about you. Using personal information allows us to deliver our programmes and provide you with relevant information about the work that we do. The purpose of this policy is to give you a clear explanation how we collect information from you directly and how we use it. We use your information in accordance with all applicable laws concerning the protection of personal information. The policy tells you: • why we are able to process your information • what information we process about you and why • whether you have to provide it to us • how long we store it for • sharing your data • whether we intend to transfer it to another country, and • whether we do automated decision-making or profiling. Vanhulle Dance Theatre is the controller for the personal information we process, unless otherwise stated. It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes. You can contact us by email: hello@vanhulledancetheatre.com Please note that tickets for performances by VDT are sold and marketed by venues and they will be the responsible for all data held as a result of this activity.

2. WHY ARE WE ABLE TO PROCESS YOUR INFORMATION There are four basic principles under which we may process your data: • Contract purposes - When you join one of our workshops or make a donation to us, you are entering into a contract with us. To perform this contract, we need to process and store your data. For example, we may need to contact you by email or telephone to organise participation in our programmes, or in the case of problems with your payment. • Legitimate Business Interests - In certain situations, we collect and process your personal information for purposes that are in our legitimate organisational interests. However, we take care to ensure that this does not override your personal interest. • With Your Explicit Consent - For any situations where the two principles above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation. • Legal Obligation - In some cases, the processing of your personal information is necessary for us to comply with the law during the delivery of our programmes. This might include emergency contact, background checks, and health and medical information.

3. YOUR DATA PROTECTION RIGHTS Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. Your right of access You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process, for instance if this would affect someone else’s data protection rights. Your right to rectification You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies. Your right to erasure You have the right to ask us to erase your personal information in certain circumstances. Your right to restriction of processing You have the right to ask us to restrict the processing of your information in certain circumstances. Your right to object to processing You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests. Your right to data portability This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated. You are not required to pay any charge for exercising your rights. We have one month to respond to you. You can see more about these rights at: https://ico.org.uk/global/privacy-notice/your-data- protection-rights/. If you wish to exercise any of the rights set out above, please email us at hello@vanhulledancetheatre.com

4. WHAT INFORMATION WE PROCESS ABOUT YOU AND WHY? Most of the personal information we process is provided to us directly by you (for example by filling in forms in person at an event, through our website, or by sending us emails, or contracting with us) for one of the following reasons: • You have made an enquiry to us. • You wish to attend, or have attended, an event – a workshop or performance, for instance. • You subscribe to our e-newsletter. • You have volunteered, applied for work, auditioned with us • You are supplying us with a service. • You have donated to us. • You are a partner or collaborator. We may automatically collect certain data from you as you use our website by using cookies and similar technologies. Please see our cookie policy for more details about this (to be updated with website). Sometimes your information is supplied by someone else, for instance, your contact details are given as an emergency contact or as a referee. We may receive data from third parties based outside the EU, for instance analytics providers such as Google or advertising networks such as Facebook. We may also receive data from publicly available sources such as Companies House and the Electoral Register based inside the EU. Personal data means any information capable of identifying an individual. It does not include anonymised data. We may process the following categories of personal data about you: Communication Data that includes any communication that you send to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims. Customer or Supplier Data that includes data relating to any purchases of goods and/or services such as your name, title, billing address, delivery address, email address, phone number, contact details, purchase details and your bank account/card details. We process this data to supply the goods and/or services you have purchased or to pay invoices from you and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract. User Data that includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back-ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business. Technical Data that includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy. Marketing Data that includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as competitions, prize draws and free give-aways, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful ground for this processing is our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy. Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However, you can still opt out of receiving marketing emails from us at any time. Before we share your personal data with any third party for their own marketing purposes we will get your express consent. You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by emailing us at hello@vanhulledancetheatre.com at any time If you opt out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, warranty registrations etc. We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you (including Facebook adverts or other display advertisements) and to measure or understand the effectiveness of the advertising we serve you. We may also use such data to send other marketing communications to you. Our lawful ground for this processing is legitimate interests which is to grow our business. Sensitive Data Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. If we collect any data such as this in order to monitor our audience for funding purposes, this form will be anonymous. This will be to support our legitimate business interest of growing the business. We may collect information about health as part of registration processes to attend workshops. This be to support our legitimate business interest of ensuring the health and safety of participants in our activities. We do not collect any information about criminal convictions and offences. Photography and film When you attend events or workshops, we may take photographs of the audience group or participants which may include identifiable individuals. These photographs could be used for several different purposes, including marketing, reporting and archiving. We will always give notice of photography at our events, our photographers will be clearly identifiable, and we will provide details to enable you to opt out of any photography. Photographs will not be linked to individuals by name without prior consent. Other processing activities We also process personal information in the following ways that are within our legitimate organisational interests: • We may analyse data we hold about you to ensure that the content and timing of communications that we send you are as relevant to you as possible. • We may analyse data we hold about you in order to identify and prevent fraud. • We may use profiling techniques or third party wealth screening and insight companies to provide us with information about you that will help us to communicate in a relevant way with you, in particular when we are approaching you about potential philanthropic support. Such information is compiled using publicly available data about you. If we contact you, you will have the option to not be contacted again or have your details removed from our database. • In order to process your information for the execution of background checks or for employment/volunteering opportunities. In all of the above cases we will always keep your rights and interests at the forefront to ensure they are not overridden by our own interests. You have the right to object to any of this processing at any time. Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time. We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us at hello@vanhulledancetheatre.com . In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing. We may process your personal data without your knowledge or consent where this is required or permitted by law. We do not carry out automated decision making or any type of automated profiling.

5. HOW LONG WE STORE YOUR DATA FOR We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements. For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers. In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

6. SHARING YOUR DATA We may have to share your personal data with the parties set out below: • Service providers who provide IT and system administration services • Professional advisers including lawyers, bankers, auditors and insurers • Government bodies that require us to report processing activities • Third parties to whom we sell, transfer, or merge parts of our business or our assets • Third parties who fund or commission our activity, for the purposes of evaluation We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

7. SHARING YOUR DATA OUTSIDE THE EEA Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria. Many of our third parties service providers (such as Dropbox, Google etc) are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA. Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place: • We will only transfer your personal data to countries that the European Commission have approved as providing an adequate level of protection for personal data by; or • Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or • If we use US-based providers that are part of EU-US Privacy Shield, such as Eventbrite for purchasing tickets, we may transfer data to them, as they have equivalent safeguards in place. If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

8. DATA SECURITY We allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential. We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

9. THIRD-PARTY LINKS Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

10. COOKIES Like most websites, we use “cookies” to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields. In addition, the type of device you’re using to access our website and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are, and why a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies. Cookies used by us We use cookies for the following purposes: to identify you when you visit and navigate our website or log on to your account. Cookies help us to store your preferences and personalise the website for you and protect user accounts. We also use cookies to analyse the use and performance of our website and services Cookies used by our service providers Our service providers use cookies and those cookies may be stored on your computer when you visit our website. For example, we use Google Analytics to analyse the use of our website. Managing cookies Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. Blocking all cookies will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on our website.

11. YOUR RIGHT TO COMPLAIN If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). This policy was last updated on 15 July 2019.