Our Data Promise

SHADES Evangelistic Theatre Company knows how important privacy is to its members. This is SHADES’ Privacy Policy, which you should read in order to understand fully how and why the Company collects, stores and processes your personal information. This is in accordance with the General Data Protection Regulation 2018 and the Privacy and Electronic Communications Regulations 2003.

Purpose

The valid legal basis for which SHADES Theatre Company collects and processes data is for its ‘Legitimate Interests’.

What, how, where and why

Application Form
(a) Contact details; it is in the interests of the Company to inform members of its events, including social, productions, auditions and rehearsals. The Company will use whichever method of conveying information to the Members that is shown on your Application Form and subsequently on your Annual Subscription Renewal form, which contain a full record of the data held by the Company.
(b) Church; It is in the interests of the Company to ascertain (i) your ‘church-going’ practice in order to satisfy a condition of membership according to SHADES’ constitution. (ii) SHADES ecumenical make-up.
(c) DBS; It is in the interests of the Company to comply with the laws on Safeguarding to know who has, or has not, recently been DBS checked.
(d) Membership Status; The Company needs to know for which Status the member wishes to apply.
(e) Gifts/skills; It is in the interests of the Company to process the gifts and skills which Members are prepared to offer to the Company. This will be mainly for the benefit of directors, production teams and for the general organisation of the Company.
(f) Declaration by applicants for Membership (not as a FRIEND); It is in the interests of the Company, being a Christian Charity, and according to it aims, objects and constitution, that Full Members declare themselves as followers of Jesus Christ and His biblical teachings. This information will be stored in our database, securely maintained in password-protected computers.

Welcome letter to new Members
If your application is accepted by the Trustees, you will receive a welcome letter outlining the data received from your application form and seeking your confirmation that what has been placed on our database in electronic format is correct.

Annual subscription Renewal Form
Each January, when subscriptions are due, you will receive an annual renewal form requesting your subscription, or donation if a FRIEND. It will also outline all your data that is securely maintained in our computer database. This will provide you with an opportunity to update your data that is held by the Company. It is preferable to send any updated data to the Controller or Processor during the year.

Our own Website
Our own website at www.shadestheatre.com contains a description of the Company and reports of forthcoming or past productions and events. It is in the interests of the Company to publish cast lists, photographs and video clips of these productions and events. We will never publish your contact details. The purpose for doing this is to maintain an Archive of the Company’s activities and to publicise the work of SHADES in order to attract new members necessary for the Company’s future development.

Other Websites (including YouTube)
It is in the interests of the Company to publish similar information on other websites who have their own Privacy Policies. We will never publish your contact details. The purpose is to publicise the work of SHADES and to attract new members necessary for the Company’s future development.

Other Social Media (e.g. SHADES’ Facebook Website, Christians in Hastings, What’s on in Hastings)
It is in the interests of the Company to publish similar information on other social media. We will never publish your contact details.
The purpose is to publicise the work of SHADES and to attract new members necessary for the Company’s future development.

Magazines
It is in the interests of the Company to publish similar information in Christian and other Magazines. We will never publish your contact details. The purpose is to publicise the work of SHADES and to attract new members necessary for the Company’s future development.

Prayer Chain
For Full Members only (not FRIENDS); any Member may request prayer (usually for family relatives), which will be sent by ‘blind’ email to other Full Members. Those who do not have or provide the Controller or Processor with an email address will be linked for this purpose via telephone with a member who has.
Consent is given by means of the request or by the receiver’s relationship within the Company. It is in the interests of the Company to pray for each other because:
(i) the Company believes in the healing power of Jesus
(ii) it is important as God’s family to care for each other
(iii) it is important for the maintenance of good relationships within the group.

Likely Impact

There may be occasions when your data is used in a way that might cause you concern. These occasions will be rare and for the purposes shown below. On most of these occasions your consent will be sought. Although we try to balance your privacy and rights with SHADES’ legitimate interests, we will always seek to utilise the method which produces the least impact.
(i) Direct Marketing: your data will never be divulged to third parties without your consent.
However, your contact details may be given to other members of our own group when
necessary in the interests of the Company’s organisation.
(ii) Sensitive information: DBS; such information might be shared with the authorities for legal and safeguarding reasons or with such members who hold a workshop, or direct a play, especially if the workshop or cast contains children or vulnerable adults.
(iii) Safeguarding: If we hold data which would indicate that you may be a risk to children or vulnerable adults then you will be precluded from working with these groups. In light of any investigation, following an allegation, whether or not related to SHADES, we will provide any necessary data to the authorities as requested. If your Membership/Friendship ceases then we will keep your data for three years in case of any historical allegations that may arise and will pass on any data requested by the authorities. This is in line with our safeguarding policy.
(iv) Although your data is processed mostly from the point of view of the Company’s legitimate interests, it does also rely a lot on your ‘reasonable expectation’ of the data being published.

Resigned or lapsed membership

If you resign your Membership of SHADES or allow your annual subscription to lapse, our processing on the basis of “Legitimate Interests” allows the Company to continue to process, for the purposes of SHADES archive and publicity, any photos and videos in which you appeared.

You will be placed on our Marketing Mailing List to receive the occasional newsletter outlining only forthcoming productions and events, which you will be most welcome to attend. There will always be an opportunity for you to unsubscribe from these email/postal newsletters at the bottom of each Marketing Newsletter you receive.

Your rights

You have a right to:
(a) change your data at any time. To do this, let us know immediately, or wait until you receive your annual subscription renewal form, which outlines the data we hold in our database.
(b) object to the way SHADES uses your personal data through its choice of ‘Legitimate Interests’ as our lawful basis. In which case we will cease processing unless, upon review, we feel there are legitimate grounds to do so, of which you will be informed.
(c) object to our use of your data for direct marketing. You can do this by clicking ‘unsubscribe’ at the bottom of emails or via any other method of communication.