This Privacy Notice relates to The Harlequin Theatre and Cinema, Warwick Quadrant, Redhill, Surrey RH1 1NN.
We are a Reigate & Banstead Borough Council facility. The Harlequin is the ‘Controller’ of the personal information it processes.
Why do we collect your personal information?
At the Harlequin Theatre and Cinema, we provide you with entertainment and events, such as shows, movies, pantomimes, craft fairs and concerts. We also offer venue hire and have a variety of function rooms available offering spacious and flexible spaces suitable for conferences, training, exhibitions and meetings.
When you make a booking for one of our events or hire our facilities, we will need to collect your personal information. We need this information for the purposes of completing the booking and processing your request.
If you join our mailing list, we will need your email address so that we can send you news about our events, promotions and offers.
What personal information will we hold about you?
The personal information we collect when you make a booking or transaction with us may include the following:
• name
• email address
• postal address
• billing address
• telephone number
• credit card number/bank card number/BACS details.
Website cookies
We will also collect non-personal information in relation to how you use our website. For this we use cookies. A cookie is a small text file that collects data on your visits to websites. Almost all websites use them to improve their services.
We use cookies to enable your online account and the booking process to work smoothly (for example, to keep track of your shopping basket). We also use them to identify how the website is being used (such as how many pages users look at during a site visit, number of visitors to the website and devices being used to access our website). We use this information to help us understand our website audience better and help us identify any improvements we can make as a result.
This information cannot be used to identify visitors individually, and we do not track or record information about individuals and their visits. However, if you wish you can turn cookies off by changing your browser settings. Go to your browser’s help section to see how to do this. More information about how to enable or disable cookies is also available on the All about Cookies website. Please be aware that restricting cookies may impact on the functionality of the Harlequin Theatre’s website.
How will we use the personal information we hold about you?
We will use the personal information about you to:
• book your tickets
• post tickets to you
• confirm your venue hire
• collect payment from you
• notify you of any changes to the event you have booked
• keep a record of your relationship with us
• send you information about our events, promotions and offers,
Marketing
If you have signed up on our website to join our mailing list, we will send you emails to keep you informed of events, offers and promotions that are relevant to you.
If you have purchased tickets from us, hired our facilities or otherwise entered into a contract with us or made enquiries with a view to doing so, we will ask you if you would like to receive emails from us. If you give permission, you will be added to our mailing list.
We aim to communicate with you in ways that you find relevant, timely, respectful and not excessive. The emails we send contain details of our events and services, together with relevant offers and promotions. They may be tailored to suit you based on your previous transactions with us and/or the enquiries you have made with us.
You can opt out of receiving our marketing emails at any time by clicking on the unsubscribe button at the bottom of the email. If you do not wish to receive marketing material in the post, simply let us know using the contact details shown below.
What is the legal basis for us to process your personal information?
The legal bases for processing your personal information are:
Contract
When you make booking with the Harlequin Theatre and Cinema you are entering into a contract with us. We will therefore need to process your personal information in order to fulfil the terms of the contract. If you do not provide us with the information we need we may not be able to perform our obligations under the terms of our contract with you.
Legitimate Interests
In some cases, we will rely on legitimate interests as our legal basis to process your personal information. For example, we may rely on legitimate interests when we send you details of offers and promotions in the post.
Consent
We may need to obtain your consent to process your personal information in some situations where legitimate interests or contract are not appropriate. For example, we will ask for your consent before sharing your personal information with visiting companies whose performances you have attended. Where we have your consent to process your personal information, you can withdraw this at any time. Please contact us using the details given at the end of this Privacy Notice if you would like to withdraw your consent.
Who will we share your personal information with?
We will only share your personal information in limited circumstances. We do not sell your personal information to third party companies. We may share your personal information as set out below:
Legal Requirement
In some circumstances, it may be necessary to pass your personal information on to another person or organisation. For example, it may be necessary to pass your personal information to the police in order to prevent or detect crime or pass it insurers or solicitors if you have had an accident whilst on our premises. However, we will not pass your personal information onto any external third parties unless this is required by law or it is necessary and the disclosure is lawful and warranted for the purposes of the processing, taking into account all the relevant circumstances. We will share only the minimum amount of personal information for the purpose.
Third Party Processors
We instruct third party service providers to assist us in providing our service to you (eg: ticketing software providers). These third parties will therefore have access to your personal information in carrying out their duties. However, we ensure that they only act on our strict instructions as set out in our contracts with them.
Visiting Companies
We may share your personal information with named visiting companies whose performances you have attended. However, we will only do this if you have consented.
How long will we keep your personal information?
How long we keep your personal information depends on the type of information it is and the reason we have it. Please see the table below for further information.
| Type of Personal Information | Retention Period |
|---|---|
| Information relating to venue hire such as signed booking forms | Current financial year plus one year |
| Enquiries relating to venue hire which did not proceed | Six months from last action |
| Customer enquiries, completed ‘Contact Us’ forms | One year |
| Booking information for online, phone and in person bookings | Reviewed every five years; those not having made a booking in that time will be removed. Customers may request the removal of their information at any time. |
| Customer complaint letters, emails, ticket records | Current financial year plus one year, or as long as complaint process is ongoing, if longer than this time. |
| Essential Companion Scheme Medical information, name and contact details |
One week from the date of information being input into the Box Office system. |
| Names, email addresses for the purposes of marketing | For as long as the individual consents to receive the marketing material (if based on consent), or for one year after the last email the recipient opened. |
| CCTV footage | 16 weeks from the date the footage was captured before automatic deletion, or if relevant, for the duration it is required by police for any investigation. |
To determine how long we should keep personal information, we consider the requirements of relevant legislation and best practice. All personal information will be held securely and will be securely destroyed when it is no longer required.
Will any of your personal information be used for profiling and/or automated decisions?
The Harlequin does not carry out automated decision-making and, as such, any decision taken by us which affects you will always include human intervention. We do carry out profiling to enable us to provide you with information, offers and promotions which are tailored to suit you, bearing in mind your previous dealings with us.
Security of Your Personal Information
We take appropriate technical and organisational measures to protect your personal information. In particular, we will process credit card and bank card details in accordance with the Payment Card Industry Data Security Standard (PCI-DSS) and we never store your 3 or 4 digit security code.
Will any of your personal information be transferred abroad?
Third party providers with whom we share data, such as our ticketing and email marketing providers, may store information outside of the UK.
Your rights
You have rights under the data protection legislation and, subject to certain legal exemptions, we must comply when you inform us that you wish to exercise these rights. There is no charge, unless your requests are manifestly unfounded or excessive. In such circumstances, we may make a reasonable charge or decline to act on your request. Before we action your request, we may ask you for proof of your identity. Once in receipt of this, we will process the request without undue delay and within one month.
In order to exercise your rights please contact us using the details at the end of this Privacy Notice.
Your rights in connection with personal information are set out below.
Subject Access Request
You have a right to receive a copy of the personal information we hold about you.
Rectification
If any of the personal information we hold about you is incomplete or inaccurate, you have a right to have it corrected.
Erasure
This is also known as the “right to be forgotten”. You have a right to ask us to delete your personal information where there is no good reason for us to continue to process it. However, you cannot exercise this right where we are relying on a task carried out in the public interest or in the exercise of official authority as our legal basis for processing your personal information. If we are relying on another legal basis, certain criteria apply and if we have a legitimate reason to continue processing your personal data, we will not be legally required to delete it.
Objection
You have a right to object where we are relying on a task carried out in the public interest or in the exercise of official authority as our legal basis for processing your personal information. However, in certain circumstances, we may be able to continue with the processing. For example, if we have compelling legitimate grounds which override your interests, rights and freedoms or your personal information is needed for the establishment, exercise or defence of legal claims.
Restriction
You have a right to ask us to restrict the processing of your personal information in certain circumstances. For example, you may require us to suspend processing information about you whilst checks are made to ensure it is accurate.
Portability
You have the right to ask us to transfer your personal information to another party, subject to certain criteria being satisfied. However, you cannot exercise this right where we are relying on a task carried out in the public interest or in the exercise of official authority as our legal basis for processing your personal information.
Right to withdraw consent
If there are any occasions where we have asked you for consent to process your personal information, you will also be informed that you have a right to withdraw this consent.
Right to complain
If you are unhappy with the way in which your personal information has been or is being processed, you have the right to make a complaint about it to the Information Commissioner’s Office (ICO). They can be contacted at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
www.ico.org.uk
Your responsibilities: providing accurate information
It is important that we hold accurate and up to date information about you in order to assess your needs and deliver the appropriate services. If any of your details have changed, or change in the future, please ensure that you inform us as soon as possible so that we can update your records. Our contact details are below.
Questions or concerns?
If you have any questions or concerns about how we are collecting or using your personal information, or to change your contact preferences with us:
Email us: harlequin@reigate-banstead.gov.uk
Call us: 01737 276500
Or write to us at:
Data Controller
The Harlequin Theatre and Cinema
Warwick Quadrant
Redhill
Surrey
RH1 1NN
Alternatively, contact our Data Protection Officer (based at Reigate & Banstead Borough Council):
data.protection@reigate-banstead.gov.uk
01737 276000 (ask to speak to the Data Protection Officer).
LAST UPDATED: FEBRUARY 2021