This privacy policy applies to all the services, applications and websites offered by Cobham Players (also referred to as ‘the Society”, “We” and “Us”). It contains important information about how we use your personal information.

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Cobham Players is committed to protecting your personal information. We respect the privacy of our members, customers, individuals on our mailing list and visitors to our website and recognise that when you choose to provide us with information about yourself, you trust us to act in a responsible manner.

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By providing personal information for the purposes of becoming a member of Cobham Players. We will only use your information to manage our relationship with you or respond to your enquiries.

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1. For members and supporters of the Society

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This section of our Privacy Policy relates to the use of any personal information we collect from you when you become a member or a supporter of the Society. Members pay a membership fee and supporters are individuals who are involved in supporting the activities of the Society. This involvement includes (but is not limited to) scenery construction, costumes, properties, publicity, front of house arrangements, stage management, sound, lighting, direction, choreography, music and orchestra. Supporters also include lapsed members, as such members normally wish to remain in contact with the society and may wish to renew their membership at a future date.

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The information we collect

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Via this website, by email, mail or telephone, you may voluntarily supply us with personal information. We may gather the following information about you:

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• Your name

• Your email address

• Your contact telephone number

• Your address

• Your consent for contact and contact preferences

• Your membership, subscription and payment details (including debit or credit card, or bank account details)

• Your photograph

• Your biography (if you are taking part in a production or event)

 

Use of personal information

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We are required by law to state to tell you on what grounds we are permitted to use your information. We may use your personal information in the following ways.

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To process and confirm your membership of the Society. This information may be accessible to Committee members.

Your consent – we only use your personal information for this purpose if you have asked us to do so. You can withdraw your consent at any time.

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To respond, by email, mail, telephone or text to a specific request for information.

Your consent – we only use your personal information for this purpose if you have asked us to do so. You can withdraw your consent at any time.

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To send you newsletters, letters or e-mails to give you details of general meetings, productions, rehearsals, production meetings and similar events that are likely to be of interest to you.

Your consent – we only use your personal information for this purpose if you have asked us to do so. You can withdraw your consent at any time.

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Your name and possibly photograph and biography may appear in our show programmes, newsletters and other publications, including this website.

Your consent – we only use your personal information for this purpose if you have given us your consent to do so. You can withdraw your consent at any time.

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You will be aware that our show programmes are public documents and that our newsletters are shared amongst our membership and with our supporters. 

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To provide you with a better experience of our website.

Our legitimate interests – we use personal information to help us to deliver an optimised website experience for website visitors.

 

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2. For children performing in our productions and their parents or guardians

 

This section of our Privacy Policy relates to our use of any personal information we collect about children under 16 years of age who audition for or are in the cast of one of our productions and their parents or guardians. We collect this information from the child with parental consent and/or from their parents or guardians. We are able to accept consent directly from children 13 years and over.

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The information we collect

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Via this website, by email, mail or telephone, you may voluntarily supply us with personal information about a child performing in our productions. We may gather the following information with their (over 13 years of age) or their parents’ or guardians’ consent:

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• Their name

• Their date of birth

• Their height

• Their parents’ names

• Their address

• Their email address

• Their contact telephone number

• Their consent for contact and contact preferences (over 13 years old only)

• Their parents’ or guardians’ consent for contact and contact preferences

• Their membership, subscription and payment details

• Their photograph

• Their biography (if you they are taking part in a production or event)

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To process and confirm their membership of the Society. This information may be accessible to Committee members.

Their consent (over 13) or their parents’ or guardians’ consent – we only use personal information for this purpose if we have consent to do so. Consent can be withdrawn at any time.

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To respond, by email, mail, telephone or text to a specific request for information.

Their consent (over 13) or their parents’ or guardians’ consent – we only use personal information for this purpose if we have consent to do so. Consent can be withdrawn at any time.

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For planning any aspect of a production they are performing in, or wish to perform in.

Their consent (over 13) or their parents’ or guardians’ consent – we only use personal information for this purpose if we have consent to do so. Consent can be withdrawn at any time.

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To support their health and well-being whilst taking part in rehearsals and performances, and to comply with any legal requirements regarding your participation in a production

Their consent (over 13) or their parents’ or guardians’ consent – we only use personal information for this purpose if we have consent to do so. Consent can be withdrawn at any time.

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Their name and possibly photograph and biography may appear in our show programmes, newsletters and other publications, including this website.

Their consent (over 13) or their parents’ or guardians’ consent – we only use personal information for this purpose if we have consent to do so. Consent can be withdrawn at any time.

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You will be aware that our show programmes are public documents and that our newsletters are shared amongst our membership and with our supporters. 

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To provide you with a better experience of our websites.

Our legitimate interests – we use personal information to help us to deliver an optimised website experience for website visitors.

 

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3. For individuals using this website or on our mailing list 

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This section of our Privacy Policy relates to our use of any personal information we collect from you when you use a form on our website, come to one of our productions or otherwise join our mailing list.

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The information we collect

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Via this website, by email, mail or telephone, you may voluntarily supply us with personal information. We may gather the following information about you:

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• Your name

• Your email address

• Your contact telephone number

• Your address

• Your consent for contact and contact preferences

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To respond, by email, mail, telephone or text to a specific request for information.

Your consent – we only use your personal information for this purpose if you have asked us to do so. You can withdraw your consent at any time.

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To send you newsletters, letters or e-mails to give you details of general meetings, productions, rehearsals, production meetings and similar events that are likely to be of interest to you.

Your consent – we only use your personal information for this purpose if you have asked us to do so. You can withdraw your consent at any time.

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To provide you with a better experience of our website.

Our legitimate interests – we use personal information to help us to deliver an optimised website experience for website visitors.

 

Information sources

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Our information sources are:

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• Information you choose to provide us with.

• Cookies – this website uses cookies to identify users, improve our support service response, and personalise services. Further information about cookies is provided below.

• Log information – when you access this website our servers log files every time a page is accessed. This information is used to measure how our systems are performing. Our log files do not identify any person or individual. These logs include the IP address of the device or computer requesting the page, name of page(s) accessed, page elements requested, browser type, date, and time of request, and any error messages.

 

Use of your personal information for marketing purposes

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We will only provide information to you that you have requested or consented to.

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Storing personal information

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We put in place reasonable security measures to protect against any unauthorised access or damage to, or disclosure or loss of, your personal information.

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We only store and process personal data in the UK. We restrict the number of people in our organisation with access to your personal data and ensure that they are managed according to strict policies and procedures. We will not transfer your personal information outside the United Kingdom.

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We will not sell or rent your information to any third party. We reserve the right to disclose personal data to the appropriate regulatory or legal authorities if required to do so.

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Please let us know if your information changes (or the information relating to a child perfomer under 13 years) as it is important that the personal information we hold is accurate and up to date.

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We will retain your information after you cease to be a member or supporter of Cobham Players. We keep your information because you may resume your connection with Cobham Players and take part again in our activities. However, you can ask us to remove your personal information from our records at any time and we will do so. In the case of junior members (under 16 years) whose membership has lapsed, we will remove their personal information and that of their parents or guardians from our files.

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Cookies

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We may use information obtained from cookies or other similar technology. A cookie is a small string of text that is sent to your browser by our web server and is stored by your device or computer until you delete it or it expires. Each time your browser requests a page from our server, this information is sent back, identifying your device. Cookies do not identify you or any personal information about you.

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We may use cookies that fall into several categories.

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• Cookies that collect information on the pages you visit. These cookies collect information about how you use the website, including which pages you visit most often. All information these cookies collect is aggregated and anonymous. They are used to improve how our website works.

• Cookies that remember choices you make. These cookies allow the website to remember choices you make and provide enhanced, more relevant features. They may also be used to help provide services you have asked for. The information these cookies collect are anonymised and they cannot track your browsing activity on other websites.

• Cookies that enable services you have specifically asked for. These cookies allow you to move around the website and use its features. Without these cookies, certain services cannot be provided.

 

You can delete cookies by visiting the cookies folder on your computer. Please refer to the instructions for your file management software to locate the file or directory that stores cookies. If you want to stop cookies being stored on your computer in future, please refer to your browser manufacturer’s instructions by clicking “Help” in your browser menu. Further information on cookies is available at www.allaboutcookies.org.

Deleting cookies or disabling future cookies may mean you are unable to access certain areas or features of our website.

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Your rights

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You have the right to request:

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• A copy of the personal information we hold about you in a Subject Access Request. You can also request that we provide that information directly to a third party.

• The details of how we process that information.

• That we update your personal information to correct any inaccuracies.

• That we erase your personal information, or for our use of it to be restricted.

 

To do this, simply contact us at the address below. We will take all reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.

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You also have the right to make a complaint to the Information Commissioner's Office if you’re not happy with how we’ve managed your personal information.

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Contacting us

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For any questions or concerns relating to this Privacy Policy or our data protection practices, or to make a Subject Access Request, please contact us by e-mail: cobhamplayers@hotmail.com.

 

If you have a complaint about our practices, you have the right to lodge a complaint with the Information Commissioner’s Office at ico.org.uk.

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Data protection officer

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The Data Protection Officer is John Kingston

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His contact details are: cobhamplayers@hotmail.com

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Changes to this policy

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We review this policy on a regular basis to ensure that it is up to date with our use of your personal information, and compliant with applicable data protection laws.

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We reserve the right, at our discretion, to revise this privacy policy at any time. If there will be any significant changes made to the use of your personal information in a manner different from that stated, we will seek your permission first. 

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This policy was last updated in April 2023.