Blackwood Miners’ Institute is a Registered Charity which is operated by Caerphilly County Borough Council. For the purposes of data protection legislation the Institute is a separate entity.
Contact Details:
Tel: 01495 224425
Email: bmi@caerphilly.gov.uk
Privacy Notice Name: Blackwood Miners’ Institute
Description of Privacy Notice: This privacy notice explains how Blackwood Miners’ Institute will use the personal information you provide when you book tickets, events, vouchers or facilities or consent to be part of our mailing list.
Purpose and legal basis for using your information
Purpose and lawful basis for processing personal information
Booking of tickets, events, vouchers or facilities
Blackwood Miners’ Institute will use your personal data to administer your bookings for tickets, vouchers, events or facilities either through our website, over the phone or in person. We may use this information to notify you if anything changes in relation to your booking – for example a change in start time or if the performance is cancelled.
If you purchase tickets online you will receive an automated email to confirm your purchase, which acts as a receipt.
In some instances, Blackwood Miners’ Institute acts as a third party Box Office for external events and disclosure of your personal data is needed to fulfil contractual obligations. For example: in the event that tickets to an external event are left for collection at the box office, a list of ticket holder names may need to be supplied to the third party event holder so they can be collected on the door. Similarly, a list of names may be given to the third party to provide a better experience for the customer, for example: to give the third party confirmation of a booking in the event of lost tickets.
If you use our booking facilities then your personal data will be processed by ticketsolve.com.
There is a contractual obligation to process your information for this purpose, as described below:.
In order for the processing of personal data to be lawful under the General Data Protection Regulations 2016, a valid condition from Article 6 of the Regulations must be identified, which is outlined below:
1b. processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
Other processing of personal information
In certain situations Blackwood Miners’ Institute will collect and process your personal information for the following purposes:.
We only do this if there is no overriding prejudice to you by using your personal information in this way.
The General Data Protection Regulations 2016 valid Article 6 condition that applies is outlined below:
6(1)(f): the processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.
In relation to personal data voluntarily given through customer surveys and feedback forms, this data is used to inform future programme plans and improve services and is occasionally shared with stakeholders and is sometimes required as a condition of funders. In these instances, all data is anonymised, with no identifiable data being passed on.
Other Processing Activities
6(1)(c): processing is necessary for compliance with a legal obligation to which the controller is subject;
With your consent Blackwood Miners’ Institute will use your personal data (eg name, address, e-mail address and telephone number) to keep you informed of forthcoming events and activities at the venue and will send you a copy of the season’s brochure up to four times a year listing all the productions and activities. On occasions, we may send you information leaflets, letters or e-mails about specific performances.
Occasionally we may send you information on shows from similar cultural organisations which may be of interest to you but only if you have specifically consented. We will not send you publicity information from any other third party unless you have consented.
If you consent to being part of our postal mailing list then your personal data will be processed by Mediascene Ltd. Blackwood Miners’ Institute has a contract / data processing agreement in place with this company in order to protect the personal information being processed.
If you consent to being part of our email mailing then you consent to Blackwood Miners’ Institute using bulk email sending software (Marketmailer) for email marketing communications.
We are relying on your consent to process your information.
In order for the processing of personal data to be lawful under the General Data Protection Regulations 2016, a valid condition from Article 6 of the Regulations must be identified, which is outlined below:
1a. the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
You have the right to withdraw your consent at any time. If you wish to withdraw your consent please contact us.
Data Protection law recognises that certain categories of personal information are more sensitive, such as health information, race, religious beliefs and political opinions. We do not usually collect this type of information about our customers unless there is a clear reason for doing so, for example we may need to collect medical information and details of next of kin for participants in our programme of classes, courses or Youth Theatre. If this is the case, we will let you know the purpose and lawful basis for processing this information.
Identity of Data Controller and Data Protection Officer
The Data Controller for your information is Blackwood Miners’ Institute. The Data Protection Officer is:
Ms Joanne Jones
Corporate Information Governance Manager / Data Protection Officer
Email: dataprotection@caerphilly.gov.uk
Tel: 01443 864322
This Data Protection Officer is shared with Caerphilly County Borough Council.
Other Data Controllers may also be responsible for your information, depending on the specific circumstances. Please contact Blackwood Miners’ Institute for further information.
Blackwood Miners’ Institute
Personal data may be shared with:
All recorded information held by Caerphilly County Borough Council may be subject to requests under the Freedom of Information Act 2000, Environmental Information Regulations 2004 and Data Protection legislation.
If the information you provide is subject to such a request, where possible Caerphilly County Borough Council will consult with you on its release. If you object to the release of your information we will withhold your information if the relevant legislation allows.
How long Blackwood Miners’ Institute retains information is determined through statutory requirements or best practice.
If you have consented to being part of our mailing list, you details will be held and used until you withdraw consent. You are able to withdraw your consent to marketing at any time by contacting Blackwood Miners’ Institute.
Transactional Data and the corresponding financial information will be held for 6+1 years.
CCTV is stored for 30 days.
Subject can choose to receive mailing for specific genres, e.g. for music events or drama events. Profiling is only based on postcode and will be used to profile overall attendances, or attendances to certain genres of events.
Mailing decisions are made on the subject’s preferences.
Significance and consequences of automatic decision making
Individuals may receive a higher than average number of communications, especially if they have chosen a number of different genres.
To clarify, we use area profile reports to find out about the demographics and cultural engagement in our catchment area.
We segment our data. We analyse our box office data to look at trends including behavioural patterns, previous performances / genres attended, seat choices, top customers, frequency, group size, geography etc. We use this information to inform our marketing decisions i.e. who to target for the best ROI.
We often segment and mail / email customers based on their booking history. For example if we have a drama show coming up, we will mail / email information on that show to customers who have booked for previous drama productions, but we may also cross-reference that with other information, for example customers who have booked more than twice in the last 12 months.
If you have consented to your contact details being used for marketing purposes. You will / have been provided with details of the marketing Blackwood Miners’ Institute would like to carry out, together with any options such as how you would like to be contacted. You are able to withdraw your consent to marketing at any time by contacting Blackwood Miners Institute.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
Cookies used on this site can be categorized into three levels: strictly necessary; first party functionality; third party functionality.
Cookies which are strictly necessary:
Blackwood Miners’ Institute’s online ticketing system Ticketsolve, use temporary session cookies enabling customers to pass through the correct payment pathway. These cookies therefore enable services customers to have what they have specifically asked for, that is, they enable customers to book and purchase tickets for an event.
These are cookies that we have direct control over that allow the sites to operate.
A cookie is used for parts of the site to operate and allows the administrators of the site to manage the content appropriately. This cookie is not used for any other purpose, and it is a session cookie meaning that it will not be stored after the user closes their browser window.
These are cookies that we do not have direct control over that allow the sites to operate.
We use third parties to either provide additional functionality on the websites or to track users anonymously and report back to funders the information needed to allow us to continue to provide the website and events programme. Some of these services will set cookies in the process but may use these cookies for their own purposes.
The Twitter, Facebook buttons also use cookies which are activated when those buttons are clicked.
Our Facebook Connect plugin activates if the user is already logged into Facebook, and it sets cookies to identify the user’s Facebook session and interaction with our website.
We use embed videos hosted on YouTube and Vimeo which both use cookies (sometimes Flash cookies, which are a little harder to remove). Vimeo also uses Google Analytics (see below)
We use Google Analytics which is a web analytics tool that helps us understand how visitors engage with the websites with the aim of improving the user experience and reporting back to stakeholders and funders. This process does not identify any individual – Google Analytics collects information anonymously. Google’s privacy policy is available at: http://www.google.com/privacypolicy.html.
You can opt out of Google Analytics without affecting how you visit our site – contact us at BMI@caerphilly.gov.uk
Data Protection gives data subjects (those who the information is about) a number of rights:
Further information on your rights is available from: www.ico.org.uk.
To enact your rights please contact the service area detailed on the top of this form.
If you are unhappy with the way that Blackwood Miners Institute has handled your request / information, you have the right of complaint. Please contact Blackwood Miners Institute as detailed at the top of this document outlining your issues.
If you remain unhappy you also have a right of complaint to the Information Commissioner’s Office. Please follow this link for further information on the complaints process: www.caerphilly.gov.uk/My-Council/Data-protection-and-freedom-of-information/Questions-and-complaints
