Privacy Policy

Rosie Kay Dance Company is committed to protecting your privacy. We will use the information that we collect about you in accordance with the Data Protection Act 1998 and the Privacy and Electronic Communications Regulations 2003 and, from May 2018, the General Data Protection Regulation (GDPR).

Who we are

Rosie Kay Dance Company Limited is a national arts organisation and a registered charity. We receive 50% of our funding from Arts Council England. The rest of our income comes from touring our work to venues, commercial partnerships, sponsorships and individual donations.

Rosie Kay Dance Company is a Charity Registered in England and Wales number 1170998. Its trustee is Rosie Kay Dance Company Limited, a company limited by guarantee registered in England and Wales number 09877161. 

What information do we collect?

The personal information that we collect includes:

  • name, title, date of birth and gender
  • information about race, ethnicity and sexual orientation (you have the right to decline to provide us with this information)
  • contact details including postal address, email, phone numbers and links to social media accounts
  • transaction history (we never store your whole card number, although we may keep a note of the last four digits to help us identify transactions)
  • access requirements (for example if you require wheelchair access, audio description, BSL interpretation, or any other access requirement) and whether you have a disability defined by the Equality Act 2010
  • details of visits to our website including traffic data, location data, operating system, browser usage, and the resources that you access
  • image and likeness (in photographs and videos we use for promotional purposes)
  • other background personal information you provide to us (for example when you apply for a job, tell us your story, provide a reason for making a donation or correspond with us).

How do we collect your information?

You give us your information when you sign up for one of our events, apply to participate in a project, tell us your story, make a donation, apply for a job, or communicate with us. We also keep your details when you sign up to receive emails from us.

We keep a record of the emails we send you, and we may track whether you receive or open them so we can make sure we are sending you the most relevant information. We may then track any subsequent actions online, such as buying a ticket.

Like most websites, we receive and store certain details whenever you use our website. We use “cookies” to help us make our site – and the way you might use it – better. Cookies mean that a website will remember you and enable online transactions. It also helps us understand how you use our website, where we can make improvements and how best to tell our audiences about events they might be interested in.

We may also obtain personal information about you from other sources, such as if a family member or friend contacts us on your behalf. Where this occurs and it is not practical for us to provide you directly with a copy of our privacy policy, we may ask the person who provided us with your information to make this privacy policy available to you.

We may also receive information from external sources which enables us to gain a better understanding of our audiences, visitors and supporters and to improve our fundraising and marketing methods. These sources include:

Third party organisations

Your information may be shared with us by independent fundraising sites like Donorfy, Crowdfunder or Kickstarter if you make a donation to Rosie Kay Dance Company, but only when you have indicated that you give your consent to hear from us. We will also receive information from third party web applications including Stripe (credit/debit card payments) and Eventbrite. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

Social Media

We use social media to broadcast messages and updates about events and news. On occasion we may reply to comments or questions you make to us on social media platforms. You may also see adverts from us on social media that are tailored to your interests.

Depending on your settings and the privacy policies used by social media and messaging services like Facebook, LinkedIn or Twitter, we may receive non-personally identifying demographic or analytical information from these services that enables us to better understand the reach and effectiveness of our advertising.

Information available publicly

This may include information found in places such as Companies House, your biography on your work website or information that has been published in articles/ newspapers

How we keep your details safe and secure

Your personal data will be held and processed on Rosie Kay Dance Company’s systems or systems managed by suppliers on behalf of Rosie Kay Dance Company. We maintain customer relationship management (CRM) systems to hold contact details and a record of your interactions with Rosie Kay Dance Company such as ticket purchases, donations, memberships, queries, complaints and attendance at special events. Where possible we aim to keep a single record for each customer.

Your data is always held securely. Access to customer information is strictly controlled. The CRM systems can only be accessed by people who need it to do their job. Certain data, for example some sensitive information, is additionally controlled and is only made visible to members of staff who have a reason to work with it.

We may need to disclose your details if required to the police, regulatory bodies or legal advisors.

We will only ever share your personal data in other circumstances if we have your explicit and informed consent.

Our basis for processing your personal information and what we use it for

We aim to be clear when we collect your data and not to do anything you wouldn’t reasonably expect.

We may process your personal data because it is necessary for the performance of a contract. For example, if you make a purchase, sign up for an event or give a donation.

We may process personal data because it is in our legitimate interests to do so. For example we may use your personal information to understand your reasons for donating to us, to better understand your interests, to carry out screening on potential donors and to conduct due diligence on major donors (please also see the section below on Research, profiling and ‘wealth screening’), to tailor our communications to you and/or to give you an exceptional experience at our events. We may also collect information about how you use our services (including our website) to analyse our customer base and improve our processes.  Rosie Kay Dance Company also records and uses film, photographs and audio for promotional purposes on its website, social media accounts and other formats under its legitimate interests basis for processing where it would not be necessary, appropriate or practicable to obtain your specific consent (for example, we may seek specific consent for prominent or impactful uses, but typically not for group shots, background inclusion or internal use).

We may also process your personal data (including sensitive personal data) where:

  • it is necessary for medical purposes (for example, in a medical emergency)
  • it is necessary to protect your or another person’s vital interests
  • we have your consent to do so (for example to monitor the diversity of our audiences). We will also ask for your consent to provide you with information about products and services and fundraising activities which may be of interest to you (apart from where it is appropriate for us to rely on our legitimate interests to do so).

Giving you control

When you register for e-mail updates you can choose whether you would like to receive marketing and fundraising communications from Rosie Kay Dance Company by email. Once you have subscribed you can change your preferences at any time by clicking the link in each email we send you. We will not contact you for marketing and fundraising purposes unless one of these boxes is ticked. We will include opt-out instructions in any marketing or fundraising communications you receive from us.

With your consent, we will tell you about performances, events and information about our work. Occasionally, we may include information in these communications from partner organisations or organisations who support us. We make it easy for you to tell us how you want to hear from us (by clicking the ‘Update my preferences’ link in emails we send to you) or by emailing us. You can opt out from these marketing communications at any time – every email sent to you will tell you how to do this.

We do not sell personal details to third parties for any purpose.  We will only share personal details for the purposes of marketing if you have given explicit consent for us to do this.  But if we run an event in partnership with another named organisation your details may need to be shared in order that they can help us run the event.

If you have opted out of marketing communications, we may still get in touch with you. For example we may email you to give you important information about the events you’ve booked or to tell you about any changes.

We will give you the opportunity to opt out, at any time, from any marketing or fundraising email communications and postal fundraising communications you receive from us.

Rosie Kay Dance Company as a charity and how we respect our donors

Rosie Kay Dance Company relies on charitable support to maintain our world-class programme and to make this available to everyone.

You can opt in to receive information about supporting Rosie Kay Dance Company by subscribing on our website and updating your preferences by clicking the link in emails we send you, or by telling us over the phone, by email or in person. We will tell you about our current campaigns that we think are most relevant to you, ways that you can make a real difference to our education programmes, and invitations to events where you and your family can get closer to our artistic programme by joining the Rosie Kay Fan Club or Patrons scheme.

We want to ensure our communications to our supporters are personal, relevant and timely and we want to give you an enhanced experience.  We may analyse geographic, demographic and publicly available information relating to you in order to better understand your interests, to send you the most relevant communications and to give you an exceptional experience at our events by introducing you to artists or members of staff that we think you might enjoy meeting.

Our donors tell us that tailored and relevant communication is a priority for them and we constantly review this and listen to you to make sure we are getting this right.

In addition, we invite some people who might be interested in joining one of our supporter groups to special events eg. drinks receptions or rehearsals or to tell you about extra benefits. Guests we invite might include current supporters, Members, people who have given donations in the past, audiences who attend performances and events regularly, friends of current supporters, our Board and staff. We make sure that our invitations are appropriate and cost effective by conducting research and analysing our database which might include looking at audience members’ ticket history, address and previous donations as well as publicly available information (including newspaper articles, listed Directorships, social media profiles and biographies on employers’ websites).

Research, profiling and ‘wealth screening’

Our donors tell us that tailored and relevant communication is a priority for them and we constantly review this and listen to you to make sure we are getting this right.

We want to ensure our communications to our supporters are personal, relevant and timely and we want to give you an enhanced experience when you attend events by introducing you to artists or members of staff that we think you might enjoy meeting. To ensure that our communications are relevant to you and your interests and to assess your likely ability to make, and interest in making, donations to Rosie Kay Dance Company, we may use additional information such as geographical information and measures of affluence where available from external sources to assist us. This will be a combination of publicly-available information, for example drawn from company resources and news media, with what you have provided to us, such as past donations and career information. We may use the services of external screening/profiling companies, and publicly available data from social media sites like LinkedIn, Facebook and Twitter, depending on your privacy settings and/or interaction with us.

If you do not wish Rosie Kay Dance Company to undertake this activity, please email dataprotection@rosiekay.co.uk 

Third Parties

We may need to disclose your details:

  • if we run an event in partnership with another named organisation so that they can help us run the event
  • Many of our performances are presented in partnership with other venues and other artistic organisations and promoters.  We may receive your name and contact details from them but we can’t contact you unless you opt for them to allow us to do this.
  • in order to comply with any legal obligation to do so. This includes the police and other crime protection and detection agencies or regulatory bodies
  • to our legal advisors
  • for the purposes of regulatory or inspection compliance, for example to the Charity Commission
  • to funding bodies, particularly Arts Council England, who may use anonymised personal information to analyse our audience development programmes, ticket sales and self-generated funding to understand the impact of the public investment made in Rosie Kay Dance Company
  • Data processing services acting in an accordance with our instructions, and subject to confidentiality obligations

We will not otherwise share your personal information with third party organisations.

How long do we keep your information?

We may retain information for a period of six years after your association with us has come to an end. Some information may be retained indefinitely for historical, statistical or research purposes. As stated below, you have the right to require us to erase personal data.

Sensitive information

Sometimes we ask you to provide sensitive information, for example when you book for certain events or participate in some activities, or when you apply for a job. As with all the personal information we hold, sensitive information is held securely and restricted to those who need to use it. We will delete sensitive information when we no longer need it. 

Your Rights

You have the following rights related to your personal data:

  • to obtain access to, and copies of, the personal data that we hold about you
  • to require that we cease processing your personal data if the processing is causing you damage or distress
  • to require us not to send you marketing communications
  • to require us to correct the personal data we hold about you if it is incorrect
  • to require us to erase your personal data
  • to require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal)
  • to receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller
  • to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

Contact Us

Please contact us if you have any questions about our privacy policy or information we hold about you:

  • Email us 
  • Or write to us at: Data Protection, Rosie Kay Dance Company, 56 Church Road, Northfield, Birmingham B31 2LE