Milk Presents is committed to protecting your personal information and being transparent about the information we hold on you, whether you are an audience member, participant, customer, a website visitor, a donor, a potential sponsor and funder, a creative collaborator, freelancer or job applicant.

The purpose of this Privacy Policy is to provide a clear and concise explanation of what information Milk Presents may collect about you, and how we hold, process and store this information.

Contacting Milk Presents

For the purposes of GDPR (General Data Protection Regulation, 2018), the Data Controller is Milk Presents Limited, and we are a private company limited by guarantee. If you want to know what information we hold about you or if you have any other queries in relation to this Privacy Policy, our contact details are as follows:

Postal Address: ℅ Derby Theatre, 15 Theatre Walk, Derby, DE1 2NF 

Email Address: hello@milkpresents.com

Personal Information

Milk Presents collects, holds and processes personal data from our audience members, customers, collaborators, workshop participants, employees, freelancers and job applicants.

Personal data or personal information can mean the details that you may provide about yourself, and, any further information that identifies you, such as, your name, address, telephone number, email address, country of residence or any photographs.

We may need to collect and hold some sensitive information when there is a clear reason for doing so. For example, certain funders may require us to collect information about gender, ethnicity, disability, religious belief or sexual orientation. This information enables us to demonstrate to our funders our reach into local communities, and also helps us to best think about how we can be even more diverse and inclusive. This information is anonymised, and stored securely with access limited to the relevant staff members. We will only retain this information for as long as required before destroying and deleting.

Collecting Your Information

We may collect personal information about you when:

• if you donate money to us
• if you buy something from us 
• if you register/buy a ticket for a workshop or an event
• if you collaborate on a production with us
• if you contact us about any of our products or services (whether online, in person, or by phone)
• if you apply for a job with us or casting opportunity 

Your information may be shared with us by independent third parties, for example theatres where you have seen our shows. These independent third parties will only do so when you have given your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

We will occasionally share personal data with other organisations where it is of legitimate interest, such as, providing an attendance list for a venue hosting one of our events or workshops. Third party services may also collect information on our behalf, such as Eventbrite (when signing up to an event), or TinyLetter (our subscription provider) or PayPal. These companies will also have their own privacy statements.

If you do subscribe to the Milk Presents mailing list, we will send you regular updates on our work and events. Each email we send you will include details of how to unsubscribe from our mailing list. We will not contact you again if you choose to opt out of this service.

Milk Presents has social media accounts on Facebook, Twitter, Instagram, Vimeo, and YouTube. If you connect with us on any of these sites, depending on your settings and the privacy policies for those sites, you may give us permission to access your information on those accounts or services.

When You Visit Our Website

The Milk Presents website uses the web analytics service Google Analytics. Google Analytics uses ‘cookies’, which are text files placed on your computer, to help analyse how you use our site. The information generated by the cookie about your use of the website (including your IP address) is transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website and compiling reports on website activity for us. They may also transfer this information to third parties where required to do so by law, or, where such third parties process the information on their behalf. Google will not associate your IP address with any other data held by Google.

If you want to opt out of being tracked by Google Analytics across all websites, visit: http://tools.google.com/dlpage/gaptout

Are You Under 18?

If you are under 18 years of age, you must obtain your parent or guardian’s consent before providing your personal information to our website.

Children’s Data

Milk Presents delivers a variety of workshops to children and families, both of whom are important audiences, participants and collaborators for us. We do collect and manage information from children, but the information that we collect is done in an age appropriate way. This information would be collected as part of an activity based learning experience. Where possible and appropriate, we will seek consent from a parent or guardian before collecting information from children.

How We Will Use Your Information

We will only use your information for the following purposes: 

• To provide you with information about any of our online content that you have agreed to receive
• For marketing purposes when you have given consent to receive marketing information
• Recruitment purposes
• For workshops and other events
• To support our internal record keeping and reports to funders
• To invite you to provide feedback on our services and products
• To invite you to take part in surveys or research
• To help us develop and innovate our performance & Get Involved offers
• Gain a more in-depth understanding of our audiences so that we can better engage with them
• Let you know when we have staff vacancies in our organisation
• Let you know about upcoming auditions and collaborative opportunities

Information for employees, job applicants and collaborators:

If you apply for a role with Milk Presents, we will hold the personal information you provide us with to help us to assess your suitability for the post you are applying for. We also record and analyse all our recruitment processes so that we can monitor how well we are attracting the best possible candidates for each role. All HR information will be kept securely with access to only those staff members who need to see this information. All paper records will be kept locked away securely. Equality and Diversity Forms are kept separately from application documents.

If we need to disclose information to a third party, for example, when we need to obtain disclosure from the Disclosure and Barring Service, we will not do so without asking you beforehand unless the disclosure is required by law.

If you do apply for work with Milk Presents, we will only hold your personal data for the purposes of the recruitment round. We will not hold your personal information for any longer than is necessary unless you give us express permission to do so. On some occasions, we may be required to retain recruitment data for an extended period of time. This will be based on funding requirements and will be reflected in recruitment documents.

Security Measures

We take the security of your data very seriously: 

• all digital personal information has appropriate technical controls in place to protect it
• sensitive information is kept in password  protected locations, and is restricted to the appropriate staff members
• personal information is deleted when it is no longer required for the original purpose for which it was collected
• paper based copies of personal information is stored in locked locations and access is limited to the relevant staff members

Our network is protected and routinely monitored. We regularly review who has access to what information to ensure that access to personal information is appropriate and restricted.

Where we use external companies that may process data on our behalf, we will check that these companies comply with the law and our policy before working with them.

We will only share your data where we have your explicit and informed consent, unless, however, we are required to disclose your details to the police, legal advisors or other regulatory bodies in the event of any judicial investigation.

We regularly review the length of time we keep personal data for, and, we will only keep information for as long as required to complete the original purpose of collection. Our funders may require us to provide information, reports and data on our activities, including specific analysis of audience attendance rates and relevant profiling, numbers of attendees at workshops etc. Once reports have been compiled, we would then look to securely destroy or delete any personal information that had been collected.

For recruitment processes, we will delete any personal details held from unsuccessful applicants once the successful potholder has been in place for a period of up to 3 months. However, we may ask applicants if we can retain their details on file if we have similar vacancies becoming live in the future. If applicants are willing for their details to be retained by Milk Presents, personal details will be secured as per this policy.

Your Rights

You have the right to request the information that we hold about you at any time by submitting a written Data Subject Access Request. We would need you to provide us with proof of ID before releasing any information.

Milk Presents will aim to provide you with a description or copies of the information that we hold on you within 30 days. However, this may depend on the complexity of your request, in which case, it could take up to 3 months to provide you with information that has been requested.

You have the right to ensure that your personal data is accurate and up to date. If you have reason to believe that Milk Presents holds incorrect or out of date information about you, please submit a written request to us at hello@milkpresents.com, and we will respond within 30 days.

You have the right to be forgotten. If you would like your personal data held by Milk Presents to be erased, please submit a written request to us at hello@milkpresents.com, and we will respond within 30 days.

Complaints

If a request to us is denied, we will inform you of our justification for this within 30 days. We will also inform you of your right to make a complaint through the ICO (Information Commissioners Office): www.ico.org.uk.

You have the ability to seek to enforce the request through legal action.  

Privacy Policy Review

Milk Presents will review this Privacy Policy annually to ensure that it is up to date and fit for purpose. We will notify you about any significant changes to the way we treat personal information by sending notice to the primary email address you have provided to us, and, by placing a prominent notice on our website.