Privacy policy

Who we are

We are the Southern Light Opera Company, a registered Scottish Charity SCIO (SC053997). The Charity’s registered address is 53 Drum Brae South, Edinburgh, EH12 8SX.

Southern Light Opera Company, as a Data Controller, is committed to protecting your personal information.

As a company member it is important that we explain what information we collect, why and how we collect it, what we need from you, who we share it with, how long we keep it, and where we process, store and protect it.

We may need to make changes to this Privacy Policy, which will be updated on the website from time to time. Should there be any important changes, we will let you know. Changes come into effect 30 days after we post them on our site. During that period, you are welcome to contact us with any questions.

What information we collect about you

The information we collect includes:

• Information about you, for example your name and date of birth.
• Your contact details and emergency-contact details.
• Gift Aid eligibility.
• Photographs taken at rehearsals and events.
• Your attendance record, including lateness, and any parts played in previous shows.
• Survey feedback and relevant health information.
• Your Facebook profile, if you choose to join the production page.
• Your measurements, if you are a playing member.

Why we collect this information

The information you provide enables us to make your membership experience as good as it can be.

We gather it to communicate with you, understand your experience in music and musical theatre, contact someone in an emergency, and consider health and safety during rehearsals and in the theatre.

We also need to produce a programme for each show and publicise it. We use Facebook to create a cast and crew page for each production, so will use your identity if you choose to join the closed group. Measurements are required for costumes.

How we collect that information

We collect information when you apply to join. We will ask you to update the information we hold and renew your consents each year. This may be done on a paper form or online on our website.

From time to time we may ask you to complete a survey, although this is likely to be anonymous. You can change your contact details and consents on our website at any time, and we will ask you each year to check the details we hold about you.

What we need from you

By law, we must ask for your consent to:

• Market activities and services run by third parties, such as choirs and other groups that we think may interest you, in our regular emails.
• Collect Gift Aid on your subscriptions.
• Use photographs of you in programmes, publicity and on the website.

This consent is given to us via our membership form, either online or on paper.

Who we share information with

We will never sell or share your personal information with any third party.

We work on the basis of only sharing information with people who need to see it, either as administrators or because of their role on the committee or production.

How long we keep your information

We will only keep your information while you are a member and for one year after you leave, unless you opt to remain on a friends mailing list to hear about our productions, when we will keep your contact information.

Financial information, including Gift Aid consent and donations, will be retained in line with statutory requirements. Production materials, including photos, cast lists and programmes, will become part of the company archives.

We will only retain data for as long as is absolutely necessary.

Where we process, store and protect your information

The personal information we collect will typically be held in our secure encrypted database.

Our aim is to minimise the use of physical documentation. Should a paper form be required, it will be destroyed securely as soon as is practical. We will not knowingly transfer your personal information outside the European Economic Area.

Information stored electronically is retained in line with the information above.

How you can access the information we hold on you

You have the right to access the personal information we hold on you. To receive a copy, make a data subject access request to our Data Protection Officer. We must confirm your identity before releasing any personal information.

If information is inaccurate or incomplete, you can ask us to correct it. You can also ask for information to be deleted or removed if there is no compelling reason for Southern Light Opera Company to continue to hold it.

How to contact us

Complaints

If you are not satisfied with the way we have handled any request or question relating to our use of your personal data, you can contact the Information Commissioner’s Office (ICO) or phone 0303 123 1113.

The Information Commissioner’s Office is the statutory body responsible for overseeing data-protection legislation and law in the United Kingdom.