Data Protection

Prospero Theatre Community Interest Company Privacy & Data Policy

Our contact details

Name: Prospero Theatre Community Interest Company

Registered Address: 31a Charnham Street, Hungerford, Berkshire, England, RG17 0EJ

Correspondence Address: The Arc, 39 Weston Drive, Caterham, Surrey, CR3 5XY

Phone Number: 07956-674966

E-mail: bethwood@prosperotheatre.com

The type of personal information we collect

We currently collect and process the following information:

  • Personal identifiers, contacts and characteristics (for example, name and contact details)
  • Personal images – photography and videos
  • Emergency contact details (Prospero Theatre members and staff)
  • Safeguarding information (members only) — including information relating to the safeguarding of children, young people, and vulnerable adults
  • Borough or school attended (members only)
  • Bank details (to pay staff)
  • Email addresses and contact details of audiences for marketing purposes
  • Bank details and contact details of supporters, Friends of Prospero Theatre, and other donors

This is not an exhaustive list and we may retain different types of information for different individuals based on the service we are providing.

We also keep a record of your interactions with us, such as what shows you have purchased tickets to, when you have had an active membership, any projects you may have participated in or supported, and whether you have received, opened, or clicked through any emails we may have sent. We look at this booking behaviour to ensure appropriate marketing communication.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • As a Prospero Theatre member
  • As a participant of a Prospero Theatre project
  • As a Prospero Theatre staff member or freelancer
  • As a supporter or donor of Prospero Theatre
  • As a member of the Prospero Theatre mailing list

We use the information that you have given us in order to contact our members and their carers or parents, advertise and market our activities, thank donors for their donations, and contract and pay staff members.

We may share this information with schools, the relevant local authority children’s safeguarding board, and adult safeguarding teams for safeguarding purposes only.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting Beth Wood – bethwood@prosperotheatre.com

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We have a vital interest.

(e) We need it to perform a public task.

(f) We have a legitimate interest.

How we store your personal information

Your information is securely stored using Google Drive (a cloud-based storage service provided by Google LLC) and in paper records held at Prospero Theatre CIC Ltd, The Arc, 39 Weston Drive, Caterham, Surrey, CR3 5XY. Access to digital records is restricted to authorised staff only. Paper records are kept securely and disposed of appropriately when no longer required.

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 retention period will vary according to the purpose — for example, if purchasing a ticket only, we will typically keep your data for up to ten years from the date of your last point of engagement, whereas if you have become a supporter or are a past or current member, we will hold your details indefinitely.

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

Your data protection 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.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at bethwood@prosperotheatre.com or write to us at Prospero Theatre CIC Ltd, The Arc, 39 Weston Drive, Caterham, Surrey, CR3 5XY if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at bethwood@prosperotheatre.com

or by post at:

Prospero Theatre CIC Ltd

The Arc

39 Weston Drive

Caterham

Surrey

CR3 5XY

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

 

POLICY LAST UPDATED: February 2026