Privacy Policy
Newcastle Theatre Royal Privacy Policy
Here, at Newcastle Theatre Royal Trust Limited, we take your privacy seriously. We promise to respect any personal data you share with us and keep it safe.
1. About this policy
This policy explains who we are, what information we collect, how and why we use it, how it is stored, how we fundraise, which partners we work with, and your rights regarding any information you share with us.
We will use any personal information we collect about you in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act (DPA), and the Privacy and Electronic Communications Regulations (PECR). We aim to be clear when we handle your data, and not do anything you wouldn’t reasonably expect.
By visiting www.theatreroyal.co.uk you are accepting and consenting to the practices described in this policy.
This privacy policy outlines how we process data for our:
- Ticket buyers, online users, members, supporters, and donors.
- Participants in our Creative Engagement activities.
- Suppliers and industry contacts.
- Job/paid for opportunity applicants, intern applicants, work experience applicants, volunteer applicants.
Please read this information carefully, as by providing your data to us, you acknowledge you have read this policy and understand we will process your data in accordance with its terms.
2. Who we are
Newcastle Theatre Royal Trust Limited manages Newcastle Theatre Royal and is a registered charity. We receive no ongoing revenue funding. Our income comes from ticket sales, commercial partnerships, sponsorships, and individual donations.
Newcastle Theatre Royal Trust Limited is an independent charity registered in England and Wales (Number 504473), and a company limited by guarantee registered in England and Wales (CRN 01217427).
Newcastle Theatre Royal Trust Limited (ICO registration Z4868875) is the Data Controller for any personal information we process.
For this policy “we”, “us”, and “our” refer to Newcastle Theatre Royal Trust.
3. Contact us
Questions, comments, and requests about this Privacy Policy are welcomed.
Email us: datapromise@theatreroyal.co.uk
Write to us: Newcastle Theatre Royal Trust Limited, 100 Grey Street, Newcastle upon Tyne, NE1 6BR.
4. Data collection
We may collect personal data from you when you buy a ticket or other item from us, become a member or supporter, donate, pledge a legacy, attend an event, subscribe to our newsletter, visit our website or premises, take part in audience research, enter a competition, participate in one of our creative engagement activities, ask us to send you information, supply goods/services to us, pay us for goods/services, apply for a job/paid opportunity, apply for an internship/work experience, or apply to volunteer with us. The ways in which we collect data from you are listed below:
4.1 Ticket buyers, online users, members, supporters, and donors
We may collect or store the following information from you when you buy a ticket or other item from us, sign up to one of our workshops or events, sign up to our Access Membership Scheme, become a member or supporter, donate, update your online account, visit our website or premises, take part in research, enter a competition, or contact us with an enquiry.
- Title, first name and last name.
- Contact details including organisation/company name and job title (if appropriate), postal address, email address and telephone number(s).
- Date of birth
- Communication preferences.
- Membership level.
- Ticketing, membership, and/or donation history.
- Transaction history including billing and payment card information (last four digits).
- Bank details, including account name, number, and sort code if you set up a direct debit with us.
- Gift Aid declaration
- Image and likeness (as captured on our CCTV cameras, security staff bodycams, and in photographs and videos we may use for promotional purposes).
- Any other information you provide to us by email, letter, telephone, social media, via our website, or in person.
Sensitive information
This includes health information (if supplied) related to your booking or membership such as access need, allergy, or dietary requirements (for you or your party).
We sometimes request sensitive personal data in our audience and members surveys to assist us with our diversity monitoring. This data is not obligatory to provide, is analysed anonymously, and not linked to individual customer records.
Online information
We keep a record of the communications we send you, and we may track whether you receive or open electronic communications so that we can ensure we are sending you the most relevant information.
We use social media to provide updates on our activities, to promote events and projects, or to communicate with you about the activities in which you are involved. We may tailor adverts on social media and elsewhere online relevant to your interests. Depending on your own privacy settings with each social media provider, you can control Newcastle Theatre Royal Trust Limited’s permission to access information via social media platforms.
Data from third parties
We may also obtain or collect personal information about you from other third-party sources, for example:
- If we engage an external photographer or videographer to capture performances and events.
- From a member of our Board of Trustees or a member of staff e.g., if they wish to invite you to an event.
- Publicly available online information, such as information found in places such as Companies House, your biography on your work website, or information that has been published in articles/ newspapers.
- From an organisation which works in partnership with Newcastle Theatre Royal Trust Limited, for example, if you attend one of our events or meet with us as a representative of your organisation.
4.2 Participants in our Creative Engagement activities
We may collect or store the following information from you when you participate in one of our Creative Engagement activities, attend a workshop or an event, take part in one of our training initiatives, visit our website or premises, or contact us with an enquiry.
- First name and last name of participant and parent/guardian/carer where required.
- Contact details of participant including postal address, email address and telephone number(s) and parent/guardian/carer where required.
- Emergency/Next of Kin contact first name, last name, telephone number(s), and relationship to participant.
- Date of birth and age.
- Gender, place of birth, and nationality.
- School/place of education name, address, email address(s), headteacher first name and last name, teacher first name and last name, school year, and school group.
- Communication preferences.
- Image and likeness (as captured on our CCTV cameras, staff bodycams, and in photographs and videos we may use for promotional purposes).
- Any other information you provide to us by email, letter, telephone, social media, via our website, or in person.
Sensitive information
This includes health information (if supplied) related to your participation with Newcastle Theatre Royal Trust Limited such as access need, allergy, or dietary requirements (for you or your party).
We collect Equality, Diversity, and Inclusivity (EDI) data to help us understand how well we are fostering a diverse and inclusive programme. This is important for identifying areas of improvement, ensuring fairness, and creating an environment where everyone feels welcomed and valued. We may ask you for information about your sex, gender, sexual orientation, ethnicity, disability, and socio-economic background; if you prefer to opt out, you can.
Data from third parties
We may also obtain or collect personal information about you from other third-party sources, for example:
- We may ask parents/guardians/carers or schools to supply information about under 18s for participation in our projects or for performance licensing purposes.
- If we engage an external photographer or videographer to capture events.
- If your details are given as an emergency contact for a member of our Youth Theatre.
4.3 Suppliers and industry contacts
We may collect or store the following information from you when you supply goods/services to us, are recommended to us, attend an event, visit our website or premises, or contact us with an enquiry.
- Company/organisation name.
- Designated contact first name and last name.
- Contact details including postal address, email address(es) and telephone number(s).
- Bank details including account number and sort code.
- VAT and Tax numbers.
- Record of goods/services provided.
- Communication preferences.
- Image and likeness (as captured on our CCTV cameras, staff bodycams, and in photographs and videos we may use for promotional purposes).
- Any other information you provide to us by email, letter, telephone, social media, via our website, or in person.
Sensitive information
This includes health information (if supplied) related to your booking such as access need, allergy, or dietary requirements (for you or your party).
Data from third parties
We may also obtain or collect personal information about you from other third-party sources, for example:
- Recommendations from other organisations/clients.
- If we engage an external photographer or videographer to capture events.
- Publicly available online information, such as information found in places such as Companies House, your biography on your work website, or information that has been published in articles/ newspapers.
4.4 Job/paid for opportunity applicants, intern applicants, work experience applicants, and volunteer applicants
We may collect or store the following information from you when you apply for a job or a paid opportunity with us, apply for an internship, apply to do work experience with us, apply to volunteer with us, visit our website or premises, or contact us with an enquiry.
- Title, first name, and last name.
- Contact details including postal address, email address, and telephone number(s)
- Musical experience, education, and career information.
- Date of birth.
- Gender
- Image and likeness as captured on our CCTV cameras and on audition videos.
- Any other information you provide to us by email, letter, telephone, social media, via our website, or in person.
Sensitive information
This includes health information (if supplied) such as access need, allergy, or dietary requirements, and any other information specific to the opportunity you are applying for.
We collect Equality, Diversity, and Inclusivity (EDI) data to help us understand how well we are fostering a diverse and inclusive programme. This is important for identifying areas of improvement, ensuring fairness, and creating an environment where everyone feels welcomed and valued. We may ask you for information about your sex, gender, sexual orientation, ethnicity, disability, and socio-economic background; if you prefer to opt out, you can.
Data from third parties
We may also obtain or collect personal information about you from other third-party sources, for example:
- Referees may provide information to us about your experience and competence.
- Contact details and employment history from recruitment agencies, when used to fill a position.
- Publicly available online information, such as information found in places such as Companies House, your biography on your work website, or information that has been published in articles/ newspapers.
5. Use of data
We will use your information for the purposes listed below under one of the following lawful bases:
- Performance of a contract between us and you.
- Your consent (where we require it).
- To comply with a legal obligation.
- Our legitimate interests (except where such interests are overridden by the interests, rights, or freedoms of the individual).
The ways in which we use your data are listed below:
5.1 Ticket buyers, online users, members, supporters, and donors
We use the information we hold to:
| Keep a record of the relationship we have with you and how you wish to be contacted. | Legitimate interests. |
| Ensure we cater for any specific needs you may have such as allergies or dietary or access requirements. | Consent. |
| Inform you of any change to or provide additional information regarding a booking, visit, or membership. | Performance of a contract. |
| Deliver membership and corporate partner benefits. | Performance of a contract. |
| Send you a gift (such as a gift voucher or membership) bought by another person. | Performance of a contract. |
| Analyse your personal information to create a profile of your interests and preferences so that we can contact you with information most relevant to you. | Legitimate interests.
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| Inform you about the latest updates from Newcastle Theatre Royal Trust Limited, including casting announcements, ticket sale dates, events and more. | Legitimate interests. |
| Manage events taking place at Newcastle Theatre Royal Trust Limited. | Performance of a contract. |
| Send you fundraising communications. | Consent. |
| Process and record donations and payments. | Performance of a contract. |
| Process and record Gift Aid claims. | Legal obligation. |
| Thank our donors and supporters. | Legitimate interests. |
| Manage guest lists for Newcastle Theatre Royal Trust Limited events. | Legitimate interests. |
| Assist us with reporting and analysis for our own business needs. | Legitimate interests. |
| Undertake research relating to your purchase, event experience, or membership. | Performance of a contract |
| Undertake general customer and membership research. | Legitimate interests. |
| Research prospective donors including undertaking wealth screening. | Legitimate interests. |
| Administer prizes for competition winners. | Consent |
| Respond to queries, complaints, and feedback received via post, email, telephone, social media, or in person. | Legitimate interests. |
| Use your image to promote our work to supporters and the public via media and social media. | Legitimate interests / Parental Consent (if under 18). |
| Use quotes from your social media content to promote the work of Newcastle Theatre Royal Trust Limited via our website, marketing materials, and social media. | Consent. |
| Archive photographs and video for heritage purposes. | Legitimate interests. |
| Promote our work to supporters and the public via media and social media outlets. | Legitimate interests.
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| Profile ticket bookers and donors to inform future fundraising approaches. | Legitimate interests. |
| Ensure compliance with policies, procedures, and laws. | Legal obligation. |
| Maintain the security of property and individuals in and around our building using CCTV footage. | Legitimate interests. |
Fundraising and profiling
As a charity, Newcastle Theatre Royal Trust Limited depends on donations to support our work. We aim to identify ticket buyers and existing donors who might be interested in giving additional support. To do this efficiently, we may use publicly available information (gathered by us or third parties) to see if you might want to donate more. This helps us make appropriate and tailored requests. We do not let third parties use your data for other purposes.
We might look at publicly available details about your wealth (like house price values), if you are a trustee of a charity, have donated to similar causes, or raised funds for charitable purposes, in addition to your interests in the arts.
We understand not everyone wants this, and you can ask us to stop at any time by contacting datapromise@theatreroyal.co.uk. If you do, we will delete the information we have collected about you for these purposes.
5.2 Participants in our Creative Engagement activities
We use the information we hold to:
| Enable the offer of an audition and manage the audition process. | Legitimate interests. |
| Keep a record of the relationship we have with you and how you wish to be contacted. | Legitimate interests. |
| Ensure we cater for any specific needs you may have such as allergies or dietary or access requirements. | Consent. |
| Keep you fully informed of all arrangements relating to your involvement with Newcastle Theatre Royal Trust Limited, including rehearsals and performances. | Consent.
|
| Keep a record of those who wish to be informed of future auditions. | Consent. |
| Keep you informed of ticket offers for Youth Company and Project A members when available. | Legitimate interests. |
| Process payments when required. | Performance of a contract. |
| Ensure we have the appropriate information needed for when applying for licences. | Consent. |
| Apply for appropriate licensing for child performers where necessary. | Legal obligation. |
| Publish lists of participants in our printed programmes. | Legitimate interests.
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| Promote our work to supporters and the public via media and social media outlets. | Legitimate interests.
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| Undertake evaluation of our projects. | Legitimate interests. |
| Ensure compliance with policies, procedures, and laws. | Legal obligation. |
| Maintain the security of property and individuals using CCTV footage. | Legitimate interests. |
5.3 Job/paid for opportunity applicants, intern applicants, work experience applicants, and volunteer applicants
We use the information we hold to:
| Process your application and communicate with you regarding the selection and interview process. | Consent. |
| Ensure we cater for any specific needs you may have such as dietary or access requirements | Consent.
|
| Ensure compliance with policies, procedures, and laws. | Legal obligation |
| Maintain the security of property and individuals using CCTV footage. | Legitimate interests.
|
5.4 Sharing your data with third parties
Unless you give us your consent, the personal information that you give us will only be shared with third parties where we are obliged or permitted by law to disclose it, we need to use the services of ‘data processors’ to fulfil your requirements, and to support analysis and research for Newcastle Theatre Royal Trust Limited or the Arts Sector.
As part of the services offered to you, the personal information you provide may be transferred to countries outside the European Economic Area (EEA). If Newcastle Theatre Royal Trust Limited transfers your personal information outside of the EEA in this way, we will take steps to ensure that your privacy rights continue to be protected as outlined in this Privacy Policy. For more details, please see Use of Data section above.
The ways in which we share data with third party organisations are listed below:
5.5 Ticket buyers, online users, members, supporters, and donors
We may share your data with third party organisations as follows:
| Third Party Processors providing services to Newcastle Theatre Royal Trust Limited e.g., our CRM system, email platform etc. | Performance of a contract. |
| Agencies such as The Audience Agency and The Results Group for analysis and research purposes (anonymised data only). | Legitimate interests. |
| Companies House, Charity Commission, our auditors and professional advisers, and other regulatory bodies. | Legal obligation. |
| Fundraising Prospect Companies. | Consent. |
| Social media. | Legitimate interests. |
We publish lists of supporters and donors in our printed programmes. If you do not wish for your details to be included, please contact datapromise@theatreroyal.co.uk
5.6 Participants in our Creative Engagement activities
We may share your data with third party organisations as follows:
| Third Party Processors providing services to Newcastle Theatre Royal Trust Limited e.g., our CRM system, email platform etc. | Performance of a contract. |
| Chaperones and Workshop Leaders | Legitimate interests. |
| Agencies such as The Audience Agency and The Results Group for analysis and research purposes (anonymised data only). | Legitimate interests. |
| Companies House, Charity Commission, our auditors and professional advisers, and other regulatory bodies | Legal obligation. |
| Social media. | Legitimate interests. |
We publish lists of participants in our printed programmes. If you do not wish for your details to be included, please contact datapromise@theatreroyal.co.uk
5.7 Suppliers and industry contacts
We may share your data with third party organisations as follows:
| Third Party Processors providing services to Newcastle Theatre Royal Trust Limited e.g., our CRM system, email platform etc. | Performance of a contract. |
| Companies House, Charity Commission, our auditors and professional advisers, and other regulatory bodies. | Legal obligation. |
| Social media. | Legitimate interests. |
| Appropriate organisations when recommending your services. | Legitimate interests. |
5.8 Job/paid for opportunity applicants, intern applicants, work experience applicants, and volunteer applicants
We may share your data with third party organisations as follows:
| Third Party Processors providing services to Newcastle Theatre Royal Trust Limited e.g., our CRM system, email platform etc. | Performance of a contract. |
| External advisors as part of the recruitment and auditioning/interview process. | Legitimate interests. |
6. Keeping your data secure
We take every precaution to protect your personal data, and we hold regular security reviews to ensure that the website is safe and secure for your protection.
Your data is processed in secure systems and digital environments. Only authorised and trained employees and approved contractors/developers are granted access to personally identifiable information. This will be from time to time, and only when they need to perform a specific job or task.
If we need to share personal data with a third party, we ensure that the appropriate data sharing agreements are in place.
7. How long we keep your data
We will keep personal data for no longer than is strictly necessary, having regard to the original purpose for which the data was processed. Our retention periods are detailed below:
7.1 Ticket buyers, online users, members, supporters, and donors
We will store data in our database system(s) for a maximum of seven years after your last engagement with us, through ticket, gift voucher or membership purchases, or making donations. At that point, your data will be deleted, no longer processed, and you will cease to receive communications from us, unless there is an outstanding issue, claim or dispute requiring us to keep such information until resolution.
7.2 Participants in our Creative Engagement activities
We will store data in our database system(s) for a maximum of seven years after your last engagement with us, through participating in our work, or requesting to be kept up to date with our activities. At that point, your data will be deleted, no longer processed, and you will cease to receive communications from us, unless there is an outstanding issue, claim or dispute requiring us to keep such information until resolution.
7.3 Suppliers and industry contacts
We will store data in our database and finance system(s) for as long as you continue to purchase services from us, supply us with goods and/or services, or six years plus the current tax year, where the relationship is not ongoing. At that point, your data will be deleted and no longer processed, unless there is an outstanding issue, claim or dispute requiring us to keep such information until resolution.
7.4 Job/paid for opportunity applicants, intern applicants, work experience applicants, and volunteer applicants
For unsuccessful candidates, we will store data in our systems for six months following your application, at which point it will be deleted, unless:
- There is an outstanding issue, claim or dispute requiring us to keep such information until resolution.
- You consent to our keeping your data on file to keep you informed of other suitable opportunities.
8. Giving you control
8.1 How to update your data
Ticket buyers, online users, members, supporters, and donors
- You can manage your own details in your online Newcastle Theatre Royal Trust Limited Account.
- Contact datapromise@theatreroyal.co.uk.
- Use the unsubscribe link in our emails.
Participants in our Creative Engagement activities
- Contact datapromise@theatreroyal.co.uk or your regular Newcastle Theatre Royal Trust Limited contact.
- Use the unsubscribe link in our emails.
Suppliers and industry contacts
- If you are a supplier, contact finance@theatreroyal.co.uk or your regular Newcastle Theatre Royal Trust Limited contact.
- If you are an industry contact email datapromise@theatreroyal.co.uk.
Job/paid for opportunity applicants, intern applicants, work experience applicants, and volunteer applicants
- Contact hr@theatreroyal.co.uk
8.2 Your individual rights
Under data protection law, you have rights including:
- Your right of access: you have the right to ask us for copies of your personal information.
- Your right to rectification: you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure: you have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing: you have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing: you have the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability: you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
- Your right related to automated decision-making including profiling: you have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.
Where you have provided your consent to the collection, processing, and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact datapromise@theatreroyal.co.uk. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to.
9. How to make a complaint
If you wish to make a complaint about how we are using your data, please email datapromise@theatreroyal.co.uk.
Where you take the view that your personal data is processed in a way that does not comply with the UK GDPR, you have a specific right to lodge a complaint with the Information Commissioner’s Office (ICO). They will then inform you of the progress and outcome of your complaint. You can contact the ICO at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
10. Change to this policy
We may change or update this Privacy Policy from time to time. Any significant changes will be communicated on our website or by contacting you directly.
Last updated 03/04/2025