Introduction

At Coram Shakespeare Schools Foundation, we have always been and continue to be committed to protecting and respecting your privacy.

We are a charity and a company limited by guarantee and we hold personal data for staff, schools, donors, supporters, Festival and workshop participants and suppliers. We will only use the information that we collect about you in accordance with the General Data Protection Regulations 2018 and the Privacy and Electronic Communications Regulations 2003.

This policy explains why and how we collect information about you, how we store it and how we use it.

Definition of Personal Data

Personal data is defined to be any information that is relating to an identifiable person who can be directly or indirectly identified. This includes name, address, email, identification number, location data or online identifier. The GDPR applies to both automated personal data and to manual filing systems.

Collection of Information

When you contact us, register for the Festival, give us information via our website, register or post comments in the Green Room, make a purchase through the Website, donate to us or sign up to our Newsletter, we may retain elements of your personal information.

We may also collect data for evaluation purposes after your participation in one of our activities.

We may get information about your organisation from third parties (such as the Department for Education and the Charity Commission) who release data into the public domain.

To make a purchase or donation via our website, your payment details are used by our payment services provider who process your transaction and provide us with your contact details and delivery and billing addresses as needed. If you contact us with regard to your transaction, we may also keep a record of that correspondence.

We do not purchase data on individuals or organisations for unsolicited marketing or any other purpose.

Use of Your Information

In using our website, participating in our Festival or workshops, donating to us, purchasing from us or contacting us via any other means, you agree that your personal information may be collected, stored and used by us, for any of the following purposes:

• to fulfil contractual agreements in participating in the Festival or other projects
• to send you details of our other products and services which we think may interest you, unless you opt out as described in “Your Rights” below
• to allow you to use the full range of applicable resources on our website
• to seek support for our charitable aims
• to send you event notifications and updates if you consented to this
• to comply with legal and regulatory requirements
• to contact you in order to evaluate our work

Email Correspondence and Attachments

We will contact you if we have a business relationship with you or we hold your information on our fully encrypted database. Should you at any time decide that you no longer want to hear from us by email, please do tell us by contacting hello@coramshakespeareschools.org.uk and we will remove your details from our records.

Privileged and/or confidential information may be contained our email correspondence. If you are not the intended recipient of an email (or responsible for delivery of the message to such person), you may not copy or deliver the message to anyone. In such case, you should destroy this message and notify the sender by reply email.

Although every effort is made to ensure information is accurate and up to date, Coram SSF cannot be held liable for any inaccuracies and their consequences.

The contents of any attachment to our emails may contain software viruses which could damage your own computer system. Whilst we have taken every reasonable precaution to minimise this risk, we cannot accept liability for any damage which you sustain as a result of software viruses. You should carry out your own virus checks before opening the attachment.

Storage of Information

All information we collect is either stored on our secure server or on our triple encrypted database held on secure remote servers. Paper documentation is stored securely in the office while being processed and is kept for no longer than necessary for the purposes for which it is collected. Access to electronic and paper records are restricted to staff with appropriate need for that information.

When you register for the Festival, we will ask you to choose a password which enables you to access Your Festival portal and linked resources. You are responsible for keeping this password confidential. We ask you not to share this password with anyone.

Occasionally, third parties acting on our behalf (for example, programme printers) may also process information that we collect about you in countries outside the European Economic Area. We have put in place technical and organisational security measures to prevent the loss or unauthorised access of your personal information.

Children

The wellbeing and safeguarding of children is our top priority.

We get consent from relevant adults in line with our Quote and Case Study Procedure for

• audio visual media taken at any of our events involving children
• qualitative evaluation
• quotes and cases studies

Quantitative data for event evaluation is anonymised after processing.

We do not knowingly collect or maintain personal information from persons under 16 years of age on our website and no part of the website is directed to persons under this age. We will take appropriate steps to delete any personal information of persons less than 16 years of age held without consent.

We do not collect children’s data in order to directly market to children.

Children have the same rights as adults over their personal data. These include the rights to access their personal data; request rectification; object to processing and have their personal data erased and their right to erasure is particularly relevant if consent was given on their behalf when they were a child.

Legal Basis for Processing Your Information

Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.

We will normally collect personal information from you only

• where we have your consent to do so
• where we need the personal information to fulfil a contract with you OR
• where the processing is in our legitimate interests and not overridden by your rights

We will make these reasons clear at the time and advise you whether the provision of your personal information is mandatory or not (as well as the possible consequences if you do not provide your information). Our present data will be retained and reviewed in line with our legal basis for keeping this data, detailed in our Data Policy.

If we are under a duty to disclose or share your information in order to comply with any legal obligation, or in order to enforce or apply our Terms and other agreements; or to protect our rights, property, or safety, our users, or others, then we will do so.

Data retention

We retain personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with a service you have requested or to comply with applicable legal, tax or accounting requirements).

When we have no ongoing legitimate business need to process your personal information, we will either delete, archive or anonymise it.

Your rights

You have the following data protection rights

• You can choose whether or not you wish to receive some or any material from us
• You can object to processing of your personal information or ask us to restrict processing of your personal information
• You may unsubscribe from certain email communications by following the “Unsubscribe” link in the email communication itself
• You may also email us at hello@coramshakespeareschools.org.uk in order to access, correct, delete or update your personal information on our systems. We will answer every email as promptly as possible.
• If we have collected and process your personal information on the basis of your consent, then you can withdraw your consent at any time.

If you have any privacy-related questions or unresolved problems, you may contact us using the email hello@coramshakespeareschools.org.uk.

Updating this Privacy Policy

We may update or amend this Privacy Policy from time to time, to comply with law or to meet our changing business requirements. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. Any updates or amendments will be posted on the Website.

Legal and Contact Information

In this policy, references to “we” or “us” are to Coram Shakespeare Schools Foundation, a charity (Charity Commission registration 1164676) and a company incorporated in England and Wales (registered number 9883201) whose registered office is at Gregory House, Coram Campus, 41 Brunswick Square, London, WC1N 1AZ, who will be the controller of any personal data processed as described in this Privacy Policy. We were formerly known as Shakespeare Schools Festival (Charity Commission registration 1087596).

If you have any questions, comments or complaints about this Privacy Policy, please contact us using the details below:

Coram Shakespeare Schools Foundation

Gregory House, Coram Campus

41 Brunswick Square

London

WC1N 1AZ

E-mail: hello@coramshakespeareschools.org.uk