Privacy Policy

Privacy Policy

Sodbury Vale Musical Theatre Club

Last updated: 01/06/2026

Sodbury Vale Musical Theatre Club ("the Club", "we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Notice explains how we collect, use, store and protect your personal information when you visit our website, become a member, purchase tickets, volunteer, participate in productions, or otherwise interact with the Club.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Sodbury Vale Musical Theatre Club is an amateur musical theatre organisation based in South Gloucestershire.

For any questions regarding this Privacy Notice or how your personal information is handled, please contact:

Email: info@svmtc.co.uk

2. Information We Collect

We may collect and process the following personal information:

Membership Information

• Name      
• Postal address 
• Email address 
• Telephone number 
• Date of birth (where required) 
• Emergency contact details 
• Membership status and records 

Production and Participation Information

• Audition and casting information 
• Rehearsal attendance records 
• Costume measurements where necessary 
• Relevant health or accessibility information voluntarily provided to support participation 

Ticket Sales and Events

• Name      
• Contact details 
• Booking information 
• Payment confirmation details (we do not store full payment card details on      purchases made directly through us or via TickeSource)

Website Information

When you visit our website, we may collect:

• IP address 
• Browser type and version 
• Device information 
• Pages visited 
• Date and time of visits 

This information is generally collected through website analytics and cookies.

Communications

• Emails, messages and correspondence sent to the Club 
• Responses to surveys or feedback requests 

3. How We Use Your Information

We use personal information for the following purposes:

• Managing Club membership 
• Organising rehearsals, productions and events 
• Communicating important Club information 
• Processing ticket bookings and event registrations 
• Managing volunteers and committee activities 
• Ensuring participant welfare and safety 
• Responding to enquiries 
• Improving our website and services 
• Complying with legal and regulatory obligations 

We will only use your personal information where we have a lawful basis for doing so.

4. Lawful Bases for Processing

We process personal information under one or more of the following lawful bases:

Consent

Where you have given clear consent for us to process your information for a specific purpose.

Contract

Where processing is necessary for membership administration, participation in productions, ticket purchases, or other arrangements with the Club.

Legitimate Interests

Where processing is necessary for the effective running and promotion of the Club, provided your rights and freedoms are not overridden.

Legal Obligation

Where we are required to process information to comply with legal requirements.

5. Special Category Data

In some circumstances, we may collect limited health or accessibility information to support participation in Club activities and ensure the safety and wellbeing of members.

Such information will only be collected where necessary and will be handled with appropriate confidentiality and security.

6. Photography and Video Recording

The Club may take photographs and video recordings during rehearsals, performances and events for:

• Promotional purposes 
• Social media content 
• Website content 
• Historical records of Club activities 

Where appropriate, consent will be obtained. Individuals may request that images featuring them are not used for promotional purposes by contacting the Club.

Parents or guardians must provide consent for the use of images of children under 18 where required.

7. Sharing Your Information

We will not sell your personal information.

We may share information with:

• Production teams and authorised committee members where necessary 
• Ticketing providers 
• Website hosting providers 
• Email communication services 
• Professional advisers where required 
• Legal or regulatory authorities when required by law 

Any third parties processing information on our behalf are required to keep it secure and use it only for authorised purposes.

8. Data Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include:

• Password-protected systems 
• Restricted access to information 
• Secure storage of electronic records 
• Appropriate handling of paper records 

9. How Long We Keep Information

We will only retain personal information for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting and administrative requirements.

Retention periods may vary depending on the nature of the information and our operational needs.

When information is no longer required, it will be securely deleted or destroyed.

10. Cookies

Our website may use cookies to improve functionality and analyse website usage.

Cookies are small text files stored on your device. You can control or disable cookies through your browser settings.

For more information, please refer to our Cookie Policy (if applicable).

11. Your Rights

Under UK data protection law, you have the right to:

• Request access to your personal information 
• Request correction of inaccurate information 
• Request deletion of your information in certain circumstances 
• Request restriction of processing 
• Object to processing based on legitimate interests 
• Request transfer of your information where applicable 
• Withdraw consent where processing is based on consent 

To exercise any of these rights, please contact the Club using the details provided above.

12. Complaints

If you are unhappy with how we handle your personal information, please contact us first so that we can try to resolve your concerns.

You also have the right to complain to the:

Information Commissioner's Office

Website: https://www.ico.org.uk

13. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our activities, legal requirements or best practice.

The latest version will always be available on our website.

Contact Us

If you have any questions about this Privacy Notice or how your personal information is processed, please contact:

Sodbury Vale Musical Theatre Club
Email: info@svmtc.co.uk