1.      Introduction

At FutureEverything, we understand that your personal privacy is an important issue and this privacy notice explains how FutureEverything collects, stores, manages, processes, and protects your data. It outlines the types of data that we hold and how we use them. We aim to be clear when we collect your personal information, and not do anything you wouldn’t reasonably expect.

The information you provide to us, helps us to give you the best possible service. Giving this information listed below is not compulsory but if you choose not to provide it may affect the service we are able to offer.

If you want to contact up about this notice or your privacy you can do this by:

  • by phone, 0161 232 4600 – and ask for a member of the Admin Team
  • by email, info@futureeverything.org
  • by post to, The Admin Team, FutureEverything, Manchester Technology Centre, Oxford Road, Manchester, M1 7ED

 

  1.      How We Use Personal Information

We use the information that we collect about you to help us to provide the service you have requested; personalise your experience; better understand your needs; inform you of events and to keep you up to date.

The bases we use to process your information are explained below.

To provide a service or carry out a contract with you:

  • To fulfil a transaction such as buying a ticket or making a donation.
  • Process payments.
  • Confirming a booking.
  • Letting you know about issues that could affect your booking (such as rail or bus strikes, a Derby match or music event in the city).
  • Improve customer services.

We will also ask for your consent to:

  • Confirm how you want to be contacted. i.e. email, post, phone
  • Contact you about what’s on, offers and news or about supporting us.
  • Contact you about a specific topic you’ve requested to hear more on such as about participation or talent development schemes.
  • Share your details with other arts companies whose work you may have seen here.

Where we have legitimate interest or legal obligation we will use your information to:

  • Keep our database accurate and relevant.
  • Learn about your interests and preferences so that when we contact you the information is relevant to you.
  • Make your marketing communications more relevant to you.
  • Analyse and improve the services we offer including our artistic output, our website, and our other products.
  • Classify audiences into groups or segments, using booking history and publicly available information. This helps us to understand our audiences better and ensure that we’re sending relevant messages to each group.
  • Measure and understand how our audiences respond to a variety of marketing activity so we can ensure our activity is specific and effective.
  • Carry out customer surveys and seek feedback. (You are not obliged to participate).
  • Promote our membership schemes.

In addition, before contacting a small number of individuals we may

  • Use basic research tools to estimate your interest in other membership levels or in supporting us further. We value our relationship with you and we use your personal data to ensure we contact you in the most appropriate way, improve our services and to ensure we work efficiently and effectively.
  • From experience we know that our donors would expect us to have ascertained a level of interest and considered the appropriateness of a request for donations before approaching them. We therefore research some of our customers and supporters and occasionally potential supporters to find shared interests. This research may include information we hold on them as well as publicly-available information (i.e. via social media or Companies House) including residential location, wealth and assets, family, career, donations to other organisations and hobbies and interests to create a profile of their interests and preferences.
  • Carry out initial research on potential donors which will help us to meet our obligations to protect the charity from financial fraud and risk.  We do not currently use wealth screening companies to analyse our data.
  • This does not include information about children unless permission has been specifically given.
  • We use a number of sources to aid in our fundraising activities, including newspaper websites and archives, housing market websites and the electoral roll as well as official websites of companies, charities, and other arts organisations. We may also use information which is publicly available from officially registered information providers, such as https://beta.companieshouse.gov.uk/, which provides information on company officials; http://beta.charitycommission.gov.uk/, which provides information on Charity Trustees and  http://www.trustfunding.org.uk, a database of grant-giving UK trust and foundations.

 

  1.  How We Collect Your Personal Information

We collect your information in a number of ways. The majority of the information comes directly from you, such as when you contact us to buy a ticket via the website. It can also be when you browse our website, answer a survey, or email us with feedback.

We collect your personal information when:

  • You contact us by post or email (making application, sending in a CV).
  • You use the website to purchase tickets and have an account with us.
  • When participating on or off site on a project
  • From Third Parties, such as our partners and co-producers.
  • We may also use information from publicly available sources to carry out research to assess your inclination and capacity to support the organisation financially or by volunteering your time.

 

  1.      The Types of Information We Collect

We only process the data which will enable us to operate as a business, provide you with excellent customer service, maintain our records and accounts; support and manage our staff and develop, promote, and sell our work.

Most of the information is obtained directly from you and may include:

  • Prefix and name
  • Gender
  • Email address
  • Date of Birth
  • Contact phone number(s)
  • Payment card details.
  • Delivery address(s)
  • Billing address
  • Photos, film and audio recordings of projects or performances

If you have a disability we may also process information which will help us make sure that you have the best experience possible when attending our events, this could include:

  • Your request to use assisted hearing
  • That you bring an assistance dog
  • You use a wheelchair
  • You require a seat for a personal assistant.

If you are a student or participant, we may also collect:

  • Name and location of college/university
  • Name and location of community group
  • Name of course
  • Dates of course
  • Name(s) of parent or guardian
  • Contact details for parent or guardian
  • Attendance and participation history

We may also collect lifestyle information, this may be directly from you or from freely available information. This includes:

  • Purchasing history and frequency of visits;
  • Occupation and professional activities;
  • Recreations and interests;
  • Family and spouse/partner details and your relationships to other customers, supporters, and friends;
  • Records of donations and Gift Aid status, where applicable (as required by HMRC);
  • Records of communications sent to you by the organisation or received from you;
  • Volunteering by you on behalf of the organisation;
  • Information about your wealth;
  • Information on your engagement in FutureEverything’s events, groups, or networks;
  • Information found in places such as Companies House
  • Information that has been published in articles/ newspapers

The information we collect can be classed in the following ways:

  • Personal details
  • Family, lifestyle, and social circumstances
  • Financial details
  • Employment and educational details

On occasion we may process sensitive classes of information, mostly this would assist with statistical analysis, and would be anonymous, or it may be useful when planning hospitality to consider dietary needs. This data might include:

  • Racial or ethnic origin
  • Religious or other beliefs

The following data and information may also be collected automatically when you visit our website.

  • IP address
  • Referring website
  • Web browser and device
  • Time and date
  • Web pages visited
  • Geographical location

Depending on your own privacy settings you may give us permission to access information from social media apps.

The FutureEverything Cookie Policy explains what cookies are, how we use them and how you can manage your own personal permissions.

 

  1. 5.      How We Manage Your Information

We never, sell, rent or trade your personal information to any third parties for marketing purposes without your prior consent.

To conduct our business, it is sometimes necessary for some of our providers to have access to your data in order to perform services on our behalf – for example, we may ask MasterCard to process card payments for us. We make sure anyone who provides a service on our behalf enters into an agreement with us and meets our standards for data security. They will only use your data for the clearly defined service that they are providing.

We may share personal details with:

  • Service providers who work on our behalf for the performance a contract we enter into with them or you. This will include for example processing payments, mailing houses, marketing agencies, database services, website hosting or email delivery services like.
  • Third party data services, who help us to segment and understand our audience by providing additional information so that we can send the most relevant and targeted communications possible.
  • Third party advertisers (such as Facebook or Google). The information shared with these advertisers is pseudonymised, this mean that we  protect your personal data.
  • When requested by the police or a regulatory or government authority investigating illegal activities.

 

  1.      How We Protect Your Data

We are committed to protecting all the personal information we collect. Our technologies and policies are designed so that the information we have about you is protected from improper use e.g. your online account is encrypted, and our own network is protected.

As part of the services we offer you via our website, the personal information you provide may be transferred to countries outside the European Economic Area (EEA). This may happen if any of the computer servers used to host the website are located in a country outside of the EEA, for example we transfer your data to the USA via organisations such as Facebook, Google or Wordfly. If we transfer your personal information outside of the EEA in this way, we will take steps to ensure that your privacy rights are protected as outlined in this privacy notice.

We will keep your information only for as long as is reasonably necessary for the purposes set out in this privacy notice and to fulfil our legal obligations. We will not keep more information than we need.

The period that your information will be retained by FutureEverything is outlined in our Retention Policy. For further information contact the Data Team using the details in part seven of this notice.

If you ask us to stop sending direct marketing communications to you, we will keep the minimum amount of information (e.g. name, address or email address) to ensure we adhere with such requests.

Despite all our precautions, no data transmission over the internet is 100% secure. So, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention to the fact that you do so at your own risk

 

  1.      Your Rights

You should find it easy to access and amend the personal information that we hold on you. You can do this by contacting us by phoning, emailing, or in writing using our contact details;

  • by phone, 0161 232 4600 – and ask for a member of the Admin Team
  • by email, info@futureeverything.org
  • by post, to The Admin Team, FutureEverything, Manchester Technology Centre, Oxford Road, Manchester,